Participant User Files

The NCDB Participant Use Data File (PUF) is a Health Insurance Portability and Accountability Act (HIPAA) compliant data file containing cases submitted to the Commission on Cancer’s (CoC) National Cancer Data Base (NCDB). The PUF contains de-identified patient level data that do not identify hospitals, healthcare providers, or patients as agreed to in the Business Associate Agreement that each CoC-accredited program has signed with the American College of Surgeons. The PUFs are designed to provide investigators associated with CoC-accredited cancer programs with a data resource they can use to review and advance the quality of care delivered to cancer patients through analyses of cases reported to the NCDB. NCDB PUFs are only available through an application process to investigators associated with CoC-accredited cancer programs. The Request for Applications occurs on a semi-annual basis, and PUFs are referred to by their most recent year of diagnosis included in the data file.

The Summer 2016 PUF application period will open in July 2016 and remain open approximately 30 days.

PUFs awarded during the Summer 2016 call will be organ-site specific, per the research interests of the successful investigator, and include cases diagnosed 2004-2014.

PUFs are made available in flat text files and are accompanied by SAS, STATA, and SPSS scripts to assign value and variable labels.

Information for Winter 2016 Request for Applications for the 2013 PUFPlease read the following documents before beginning your application:

NCDB PUF Application ElementsThis document is provided as a reference to allow investigators to prepare their project proposals in advance of submitting their NCDB PUF application on-line via the NCDB PUF Application Manager. No facsimile or mailed copy of the application will be accepted.

NCDB PUF Data Use AgreementThe NCDB PUF Data Use Agreement (DUA) is provided as a reference. The investigator will need to check if this DUA needs to be reviewed by an attorney. In advance of downloading awarded PUFs, investigators will be required to electronically accept the terms and conditions stated herein.

Securing Log-In Credentials for the NCDB PUF Application ManagerInvestigators interested in applying for an NCDB PUF must be affiliated with a CoC-accredited cancer program. The NCDB PUF Application Manager requires obtaining log-in credentials to CoCDatalinks. The steps required to obtain a username and password for CoCDatalinks are outlined on the Manage Staff Contacts page and include information on adding/removing roles and editing contact information.

NOTE: Interested investigators must have the designated role of “NCDB PUF Applicant” in order to access the NCDB PUF Application Manager; if not, they will be blocked without this role assignment. This designation does not allow an investigator access to a cancer program’s SAR or any other information available through CoCDatalinks. Please contact your cancer registry staff or whoever manages staff contacts in CoC Datalinks for your cancer program for assistance in securing these credentials.

NCDB PUF Data DictionaryThe current release of the NCDB PUF is documented in this on-line data dictionary and includes: overview documentation describing the PUFs, detailed documentation of the specific items included in the PUFs, and a list of investigators who have participated in testing phases of the PUF.

NCDB PUF Application ManagerUse the link above to start or manage your PUF application. Applications do not have to be completed in one sitting, and can be saved and revised through the request for applications due date. The status of submitted proposals can be tracked. Awarded PUFs will be available through the Application Manager.

Questions regarding the NCDB PUF or the application process for a PUF may be directed to NCDB technical staff at NCDB_PUF@facs.org.